E-HRM | Job Ana.| Unit 2

Prepared by: Safaa S.Y. Dalloul

E-HRM | Job Ana.| Unit 22013-2014http://safaadalloul.wordpress.com

KYTC

4Enterprise Resource

Planning System

1Succession

Planning

2Job Analysis

3HR Planning Process

SUCCESSION PLANNING1

Succession Planning

The process of ensuring that qualified persons are

available to assume key managerial positions once the

positions are vacant.

Succession Planning

Positions may be vacant for the reasons of: untimely

deaths, resignations, terminations or the orderly

retirements of company officials.

Continued

JOB ANALYSIS

2Job Analysis

Job Analysis

It is the systematic process of determining the skills,

duties and knowledge required for performing jobs in an

organization.

Traditionally, it is an essential and pervasive human

resource technique.

It is the starting point for other human resource

activities.

Job Analysis

Job analysis provides a summary of a job's duties and

responsibilities, its relationship to other jobs, the

knowledge and skills required and working conditions

under which it is performed.

Continued

Job Analysis

Job analysis is done in the occasions:

The organization is found and a job analysis program is initiated for

the first time.

New jobs are created.

Jobs are changed significantly as a result of new technologies,

methods, procedures or systems.

Continued

Job Analysis

Job Analysis is used to prepare:

Job description: is a document that provides information regarding the

essential tasks, duties, and responsibilities of the job.

A document outlines the minimum acceptable qualifications a person

should possess to perform a particular job.

Continued

Note: Without a properly conducted job analysis, it would be difficult to

satisfactorily perform the other human resource-relate functions.

Job

A Job: is a group of tasks that must be performed for an

organization to achieve its goals.

A job may require the services of one person or more

according to its nature.

Position

It is a collection of tasks and responsibilities performed

by one person.

Define the Job Analysis, Position, and Job

Job Analysis Information

Work Activities

• Work activities and processes

• Activity records

• Procedures used

• Personal responsibility

Worker-Oriented Activities

• Human behavior (physical actions,

communicating on the job … etc.)

• Elemental motions for methods

analysis

• Personal job demands


Job-related tangibles and intangibles.

• Knowledge dealt with or applied

• Materials processed

• Products made or services performed

Work Performed

• Error analysis

• Work standards

• Work measurements

Continued

Other

• Machines, tools, equipment, and work

aids used.


Job Context

• Knowledge dealt with or applied

• Work schedule

• Financial and non-financial incentives

• Physical working conditions

• Organizational and social contexts

Personal Requirement for the

Job

• Personal attributes

• Education and training required

• Word experience

Continued

Challenge!!

From your previous studying for different modules,

What do you think the method/s the HR

department is/are used to outline/analyze the job

analysis?

Job Analysis Methods

Questionnaires

Observation

Interviews

Employee Recording

Combination of MethodsNote: to know more about it click here

Timeliness of Job Analysis

• The rapid pace of technological change makes the need for accurate job

analysis more important.

How much the HR Department conduct the Job Analysis?

• Historically, job analyses could be conducted and then set aside for several

years.

• Nowadays, job requirements are changing so rapidly, so they must be

constantly reviewed to keep them relevant.

Job Description

• Job description information must be relevant and accurate in order to

select qualified worker.

• Job description provides concise statements of what employees are

expected to do on the job and indicate: how to do and the condition under

which the duties to be performed.

Job Description

Job Identification: includes the job title, the department, the reporting relationship and a job number or code.

Date of the job analysis: aids in identifying job changes that would make the description obsolete.

Job summary: provides a concise overview of the job to states job content.

Duties performed: is short delineates paragraphs that major duties to be performed.

Job specification: a document contains the minimum acceptable qualifications that a person should possess in order to perform a particular job.

Job Identification

Date of the job analysis

Job summary

Duties performed

Job specification

The main elements of job

description:

Continued

HR PLANNING PROCESS

3HR Planning Process

HR Planning Process

Strategic Planning

HR Planning

Accelerated Succession Planning

Job Design Concepts

Strategic Planning

It is the process by which top management determines overall

organizational purposes and objectives and how they are to be

achieved.

When a firm's mission is clearly defined and its guiding

principles understood, employees and managers are likely to

put forth maximum effort in pursuing company objectives.

HR Planning

It is the process of systematically reviewing human resource

requirements to ensure that the required numbers of employees

with the required skills are available when and where they are

needed?

Effective staffing decisions begin with human resource

planning.

HR Planning

Human Resource Planning involves matching the internal and

external supply of people with job openings anticipated in the

organization over a specified period of time.

HRP Process includes the following:

• HR forecasting requirements.

• HR forecasting availability.

HR Planning

HR Forecasting Techniques

1) Zero-Base Forecasting

2) Bottom-Up Approach

3) Use of Mathematical Model

4) Simulation

HR Planning


Zero-Base Forecasting: is approach uses the organization's

current level of employment as the starting point for determining

future staffing needs.

Bottom-Up Approach: is a forecasting method beginning with the

lowest organizational units and progressing upward through an

organization ultimately to provide an aggregate forecast of

employment needs.

HR Planning


Use of Mathematical Model: is to predict future requirement. By

using this method, managers can approximate the number of

employees required at different demand level.

Simulation: is a technique for experimenting with a real-world

situation by means of a mathematical model that represents the

actual situation.

HR Planning

Forecasting HR Requirements

An estimate of the numbers and kinds of employees and organization will need at future dates to realize its stated objectives.

Before human resource requirements can be projected, demand for the firm's goods or services must be forecasted.

Note: Projected = Expected

HR Planning

Forecasting HR Requirements

This forecast is to be converted into people requirement for

the activities of necessary to meet this demand.

Forecasting requirements provides managers with the

means of estimating how many and what types of

employees will be required.

HR Planning

Forecasting HR Availability

Availability forecast is a process of determining whether the

firm will be able to secure employees with the necessary

skills, and from what sources.

HR Planning

Forecasting HR Availability

It helps to show whether the needed employees may be internal or external the company.

Database is necessary to be used by organizations, and they include information on all managerial and non-managerial employees. (i.e. that means the HR is using the HRIS)

HR Planning

Forecasting HR Availability - Surplus

When a comparison of requirement and availability indicates a worker surplus will result, one of the following actions is to be taken:

Restricted Hiring

Reduced Hours

Early retirement

Layoffs

HR Planning

Forecasting HR Availability - Shortage

When firms are faced with a shortage of workers, organizations will have to intensify their efforts to recruit the necessary people to meet the needs of the firm. One of the following actions is to be taken:

Creative Recruiting.

Compensation Incentives.

Training Programs.

Different Selection Standards.


Management succession programs typically focus on

placement rather than skill development.

Acceleration Pools System: It is a management succession

planning system that develops a group of high potential

candidates for undefined executive jobs and focuses on

increasing their skills and knowledge rather than targeting one

or two people for each senior management position.


The pool members receive stretch assignments that offer the

best learning and highest visibility opportunities, and they

receive exposure to more special developmental experiences.

Job Design Concepts

Job Design: is a process of determining the specific tasks to be

performed, the methods used in performing these tasks, and

how the job relates to other work in an organization.

Job Design Concepts

Job Enrichment

The restructuring of the content and level of responsibility of a job makes it

more challenging, meaningful and interesting to worker.

Principles of job enrichment (According to Herzberg):

Increasing job demands.

Increasing the worker’s accountability.

Providing work scheduling freedom.

Providing feedback.

Providing new learning experiences.

Job Design Concepts

Job enlargement: is the process of increasing the number of tasks a

worker performs without increasing the level of responsibility.

Re-engineering: the fundamental rethinking and radical redesign of

business processes to achieve dramatic improvements in critical,

contemporary measures of performance such as cost, quality, services and

speed.

Define the Job Enrichment, Job Enlargement,

Re-engineering

Enterprise Resource Planning Systems: Revolutionizing Lodging Human Resources Management

4Enterprise Resource

Planning System

Challenge!!

Do you think the ERPS is an important to exist in

the organization? Support your answer.

Introduction

Introduction

Enterprise resource planning systems (ERPS):

Have become Integral, essential, and critical component in the

overall business processes.

Represent one of the largest information technology investments

for several companies.

Represent one of the fastest growing sectors of the information

system industry.

LINK between ERPS and

Competition

Introduction

The advent/beginning and growth of this form of technology has

been propelled/pushed largely by increased competition which has

forced companies to rethink business processes, “find new ways”

to improve operational efficiencies, while at the same time reduce

overall operational costs.

Introduction

Many companies, ERPS offer an attractive solution since they

enable the attainment of competitive advantages since they

enable organizations to streamline business processes and integrate

data from multiple and often disparate systems and sources.

Continued

Introduction

These activities ultimately enable organizations to revolutionize

business processes and transform organizational cultures to

meet the challenges of a changing global environment.

Continued

Challenge!!

Is the availability of enterprise system a critical

point in the organization?

Introduction

Enterprise systems are configurable information system packages

that are designed to integrate organizational business functions and

in the process, allow information to be shared across units,

departments, and functional areas within a company.

This information sharing leads to

Synergy

Allows organizations to create value by ensuring that the right people

have access to the right information at the appropriate time.

Continued

Introduction

Such timely availability of information enhances organizational efficiency,

productivity, and effectiveness as managers within organizations can

utilize resources and processes more proactively.

The efficiency achieved through integration often results in lower

operational costs as well as better internal and external customer

service.

Continued

Introduction

Unlike previous information systems that focused on specific

functional areas, the modules of a resource enterprise system

focus on the procurement and transmission of integrated data.

This seamless and timely transmission of information is made

possible through the use of internet-based architecture.

Continued

Benefits Of Enterprise Resource Systems To Lodging

Operations

Benefits Of Enterprise Resource Systems To Lodging Operations

The HR module of an ERPS includes all the processes necessary for a company to efficiently and effectively manage its HR functions.

These include: application screening, salary administration, payroll, work schedule, planning, travel expense, recruitment, benefits administration,


compensation management, personnel development, funds and position management, personnel time management, time evaluation, shift planning, training, and event management.

These modules are designed to be country and region specific, which allows for the adherence to specific country and state laws relating to employment, tax, benefits, etc.

Continued


It is important to note that information stored in ERPS is integrated

and accessible companywide by authorized users.

Hence, lodging enterprises that adopt ERPS can capture and

process data in real time and without duplication.

Continued


This leads to improved data quality, data transparency, system wide

consolidation and overall organizational efficiency.

ERPS also offer organizations the benefit of synthesizing all units

and departments of an organization using one comprehensive

system package which usually results in cost savings through

improved productivity.

Continued


For example, by implementing an enterprise system,

Starwood Hotels and Resorts was able to manage the HR reporting

activities of 750 properties in 80 different countries using only four

employees.

However, one of the most important capabilities of these systems is

that they allow information sharing and timely communications of

data between units within the enterprise.

Continued

https://www.starwoodhotels.com/


ERPS also enable a company's strategic goals to be aligned since

information flows from one central core to all units within the

originations.

Continued


Cost savings and efficiency are also achieved.

For example, most ERPS are accessible via the company's intranet.

Employees therefore have the ability to access and modify their own

benefits as well as personal information.

Some systems offer line managers and employees the ability to

access, retrieve, and edit data so that decisions can be made in a

timely manner.

Continued


Hence, such systems effectively reduce the volume of paper work,

thereby making the HR function more efficient and convenient for

both managers and line employees.

ERPS can also be used to enhance the training and development

functions of employees once they are hired.

For example, most systems are sold with software that allows for

employee goal setting and will gauge how well employees are

meeting pre-determined goals.

Continued


Most importantly, they also allow "the cascading of goals" as they

provide employees with the ability to view their progress online and

see how their goals are being met and mark their progress.

Employees can also, observe the goals of others within the

organization, especially those in the chain of command, from the

chief executive officers all the way down to their immediate

supervisor.

Continued


This allows for a holistic view of the organization, which enable

employees to align their personal goals with the organization's

overall objectives.

In addition, most vendors will customize the software to provide

personal and customized training for individual employees through

personalized curriculums and learning tips based on employees'

personal goals and organizational needs.

Continued


In general, implementation of an ERP will benefit lodging operations in the

following ways:

Reduce overhead operating costs as it requires less people to

accomplish tasks.

Enhanced efficiency through increase productivity as it facilitates

efficient completion of routine daily operational tasks and through

effective resource allocation and management.

Continued



following ways:

Enhances strategic planning as it allows for an accurate assessment of

organizational needs, and allows for a more accurate measurement of

goals as compared to outcomes.

Eliminates organizational inertia caused by data silos.

Continued

Note: Data silos:

missed data because

the existing of huge

unorganized data



following ways:

Eliminates conflicting information coming from several different sources.

Self-serviced tools easily available to line employees and managers.

Reduction in administration costs.

Continued



following ways:

Automation of virtually every routine transaction by introducing self-

service applications and workflow automation.

Consolidation of multiple, disparate HR systems globally.

Continued



following ways:

Provide and empower managers with the tools they need to increase

employee productivity and people-related decision making.

Reduction of administration costs, thus enabling the company to increase

the ratio of HR administrative staff to employee.

Continued



following ways:

HR data are extremely sensitive because it relates to employee personal

data. A fully automated and integrated system has a significant advantage

over its paper-based systems in that controlling access to data is

automated, which means that managers can determine which users have

access to various data.

Continued



following ways:

A fully and completely integrated system provides users with the ability to

store employee information electronically, thereby eliminating piles of

paper and files which often makes data retrieval a tedious and difficult

exercise. Hence, a fully automated and integrated system allows relevant

employee information to be accessed and retrieved in a matter of

seconds.

Continued


As previously noted, reduction in overall costs is achieved because ERP

software packages allow all employees to actively participate in

accomplishing routine everyday tasks.

Thus, HR staff can shift their focus away from these tasks, and focus on

program design, management, and consulting.

Continued


For example, routine tasks such as leave requests, filling out vacation time,

and filing expense reports can be completed entirely on-line, or via

designated HR kiosks or terminals. Further, approvals are completed faster

which results in increased employee morale.

In general, these software programs allow companies and their

employees the ability actively participate in the following HR "self-

serve" activities:

Continued


Update personal data.

Enter and review personal information.

Access to their benefit information as well as the ability to update and

review benefits selection.

Complete and submit expense reports and travel requests.

Automatic routing of approval requests and informing those who

need to know.

Continued


Employees can apply for training or skills upgrade.

Apply for other jobs within the company or express interest in other

jobs.

Seek or inform managers about professional development

opportunities.

Continued


The ability of the employee self-service options means that from a staffing

perspective, once ERPS software are installed, the ratio of HR staff to

employees will be greatly increased.

In conjunction, HR departments will also be able to run a zero growth

budget.

Continued


Additionally, cost savings are also realized because once the application is

installed, the company will avoid data extraction, printing, and postage

usually required to produce and personalize enrolment materials and mail

them to employee homes.

Continued

Planning for Implementation


In general, implementation and integration of enterprise resource planning

systems into organizations will face challenges that are related to:

People.

Business processes.

Technology.


People-related challenges refer to organizational changes that are inherent

with the adoption of the technology.

Consequently, organizations that adopt and implement ERP systems must

ensure that training, especially change management training is implemented

to deal with and overcome organizational inertia.

Process-related challenges relate to system migration, reengineering of

existing business processes.


Technology-related challenges relate to the overall functionality and

harmony of the ERPS - both hardware and software application integration

with existing and proposed systems.

Of the three kinds of obstacles to implementation, the largest area of

concern is that of the people issue.

Continued

Challenge!!

How the organization can overcome these

challenges


The organization must first and foremost answer the following questions in an effort to overcome these challenges:

a) What subcultures do we have within the organization, and how will they resist these changes?

b) What cultural attributes are weak or will interfere with the changes? c) What will be the toughest changes and how will they be addressed? d) Who will be responsible for change management?

Continued


Employee training is therefore an essential component in the success of the

implementation. If employees are not thoroughly trained, they will become

frustrated using the system and resist changes.

The company must also be realistic with time schedules for software and

hardware implementation.

Enough time should be allocated to ensure that the software and necessary

hardware are installed and employees are properly trained to utilize these

resources.

Continued


Lodging companies should also decide whether to implement the enterprise

system as a system-wide implementation (the big-bang approach) or

through a phased approach.

A "big-bang" approach to implementation means that all units within the

enterprise would adopt the technology at the same time.

Phased approach means that the technology is adopted on a unit-by-unit

basis or through geographic implementation on a region-by-region

basis.

Continued

Challenge!!

What do you think the organization will choose Big-

Bang or Phased Approach?


If cost-related resources are scarce, it is advisable that phased approach is

utilized by the company.

This approach also allows for testing of the technology as well as the simple

fact that it will also allow for the respective constituents to become familiar

with the technology.

Continued


Further, a big-bang approach requires expending tremendous resources in

a relatively short period of time, which makes it prohibitive for many

organizations.

Although the phased approach will take longer to implement enterprise-

wide, it will offer lodging enterprises flexibility, especially those with limited

resources.

Continued


Conversely, although the "big-bang" approach will take less time, this

method is a one shot deal and if mistakes are made in any step of the

implementation, it could be extremely costly.

Ultimately, the selection of either a phased or a "big bang" approach will be

contingent on the organization's resources, time, as well as in-house

expertise.

It should be noted, however, that experts tend to agree that a phased

implementation is more likely to result in a successful enterprise system

implementation.

Continued

Selecting an ERPS

Selecting an ERPS

The first step in choosing a system is to ensure that the selected system

offers the highest return on investment.

Further, the need for the system should be justified in terms of absolute

dollars for initial investment, service, and training.

Selecting an ERPS

Savings from use of the system should also be justified, as well as the total

hours of increase overall productivity that would result from use of the

system.

Challenge!!

Imagine you are working in HR department and

the manager decided to purchase and select

enterprise resource planning system, how will

he/she will choose the appropriate one?

Selecting an ERPS

In general, the following should be considered or undertaken when deciding

on the type of system that is appropriate for a specific lodging enterprise:

1) Organizational audit. The first step that should be taken in selecting a

system is the conducting of an organizational audit to carefully measure

and document the current work processes within the organization's HR

department.

Continued

Selecting an ERPS

2) Initial costs and lifetime maintenance costs.

The organization should determine from vendors what the initial cost of

the application will be as well as lifetime maintenance costs.

In addition, the organization must determine if a suite of applications are

needed or if a few applications will suffice/serve.

In this regard, it is advisable that each application is priced separately and

then asks vendors what the price would be if the application is bundled.

Continued

Selecting an ERPS

3) Software installation, implementation, and training. The organization

must ascertain who will be responsible for employee training and how

and where it will be conducted.

Continued

Selecting an ERPS

4) Technical support availability. Decisions must be made as to whether

or not the HR information system will be supported internally or if the

vendor will host it, and the cost of either option. The vendor's technical

capabilities should also be evaluated.

Continued

Selecting an ERPS

5) User-friendliness. Decisions must be made as to how easily it will be for

employees to learn about and use the software. For example, questions

must be asked whether or not the software provides features such as

links to teaching and learning resources.

Continued

Selecting an ERPS

6) Compatibility and integration with existing systems. The

organization must also ensure the software application will be compatible

with existing hardware and software. Disparate systems lead to

management problems on all levels and are usually costly.

Continued

Selecting an ERPS

7) Software customization and ability to upgrade. A futuristic approach

must be taken in determining whether or not the software should be

purchased. Hence, the software should be purchased to satisfy both

current and future needs. Hence, the organization must ascertain what

costs will be involved in upgrading the software in the future.

Continued

Selecting an ERPS

8) Organizational and employee fit. The application and its access must

fit with the employee and its employee base. For example, if the system

is installed at a large resort, will there be employee access at kiosks,

throughout the resort or will kiosks be located in the HR department or

area.

Continued

Implications and conclusion


In fact, as globalization and competition increases, it becomes essential for

companies to manage their day-to-day administrative tasks as smoothly,

seamlessly, and cost-effectively as possible. And most companies seek to

gain competitive advantages.


In today's volatile/unstable operating environment, organizational success

is often contingent/depending on a company's ability to effectively and

continuously rethink existing business processes and embrace new

technologies that will lead to competitive advantages.

ERPS offer lodging enterprises the opportunity to gain competitive

advantages by consolidating routine HR functions, which leads to

economies of scale.


These systems support a process oriented view of business and can assist

in automating and integrating processes, enhance process efficiency by

allowing companies to share common data across the entire enterprise

and finally, in a changing business environment where time is of essence,

these systems provide companies with the ability to generate and access

information in real time.

Continued


Successful implementation of these systems, however, require that lodging

operations pay close attention to the people, process and technology-related

challenges that are inherent in ERPS implementation.

Lodging operations must also pay close attention to factors relating to

system selection, and select systems that will enhance organizational

processes and lead to a positive return on investment.

Continued


The adoption of ERPS into lodging enterprise will continue in the

foreseeable future, particularly in the area of HR management.

This technology will continue to revolutionize the HR function of lodging

enterprises.

Continued


In this regard, it behoves prudent lodging executives to pay close attention

to this technology and select and adopt the appropriate system into their

operations.

Continued


However, lodging executives should be cognizant of the fact that these

systems are not panaceas for poor or inadequate organizational structures

or processes, but instead are enablers of organizational processes.

Continued


ERPS should be seen as technology that will enable the strategic move of

organizations towards enterprise integration, and hence will integrate human

capital, systems, information, applications as well as functional domains.

Continued

Questionnaires: is a widely used method of gathering data on jobs, and it is a survey instrument given to employees and managers to complete.

Job Analysis Methods

Back

Observation: By watching the worker perform job tasks and records his observations to gather information on jobs emphasizing manual skills, and it can help the analyst identify interrelationships between physical and mental tasks.

Interviews: by interviewing both the employee and the supervisor to understand a job.

Employee recording: Employees describe their daily work activities in a diary or log.

Combination of Method: uses more than one method in analyzing a job.

HR Planning


Zero-Base Forecasting: is approach uses the organization's current level of employment as the starting point for determining future staffing needs. Bottom-Up Approach: is a forecasting method beginning with the lowest organizational units and progressing upward through an organization ultimately to provide an aggregate forecast of employment needs.

Back

HR Planning


Use of Mathematical Model: is to predict future requirement. By using this method, managers can approximate the number of employees required at different demand level. Simulation: is a technique for experimenting with a real-world situation by means of a mathematical model that represents the actual situation.

Back

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